How to Write a Leave of Absence Letter for Personal Reasons

How to Write a Leave of Absence Letter for Personal ReasonsUse these sample leave of absence letters as templates for your formal request.Last updated on January 17th, 2019

For most people, at some point in their lives they may find it necessary to take a leave of absence for personal reasons from their job. Whether it’s with or without pay, these important sabbaticals can be used for any number of reasons.

It could be due to maternity leave, a health related issue, or time needed to care for a sick family member. Here’s what you need to know and also how to write a well-written letter in order to let your employer know about your intentions.

Know the FMLA Laws

Family and Medical Leave Act (FMLA) laws protect and enable workers to legally take a temporary leave of absence from their job. This federal law allows an individual to take as many as 12 weeks off if necessary from their job while still maintaining their current position.

​Whether you need three weeks away or just a couple of weeks off the clock, your employer is obligated to you to receive this benefit by law. It’s up to them to fill the void and replace you while you’re away on leave. ​​Inform Your Employer in Writing

The best way to inform your employer that you need some time off is by writing an official letter. While most employers dread these kinds of letters, it’s sometimes just a part of life and often can’t be helped.

​Today, many are sent through email rather than postal mail. If sent by email, it can be somewhat less formal in nature. The important thing is to give your employer as much notice as possible to allow them enough time to cover your position during your absence.

Keep the overall tone of the letter positive and on good terms. Although most employers will likely be upset, they’ll understand given your specific circumstances. However, if your leave isn’t due to medical reasons whether it’s for you or a loved one, don’t count on legal backing for your request and your employer may actually deny it.

No Personal Questions Allowed

Keep in mind that the law dictates how much your employer can ask about your specific situation. They are not allowed to ask questions concerning your personal history and/or background related to your leave of absence. While they still need to know that you have a legitimate reason for temporarily leaving, they do not have the right to bombard you with personal questions.

For instance, you can notify them that your young child needs surgery without actually divulging what the surgery is for. When writing your letter, you are not obligated to disclose any embarrassing details regarding your life. Because your doctor is likely involved in your situation, attach a copy of their professional recommendations to your letter.

It’s completely up to you how open and upfront you want to get with your employer. However, you’re not legally obligated to do so. Basically, this protects you if you’re having an elective or private procedure in nature.

​Only gather the information that’s necessary along with the exact dates you’ll be gone or if you intend to use any of your vacation time. Be sure to include a copy of the letter for any supervisors that may need to know about your particular situation as well. ​Use the following leave of absence sample letter and modify it for your specific needs. ​​Leave of Absence Letter for Personal Reasons SampleName of EmployeeAddress of EmployeeCity, State, Zip Code

DATE

Name of Supervisor or other person responsible for leaveTitleName of CompanyAddress of CompanyCity, State, Zip Code

RE: Requesting Leave of Absence​Dear Name of Supervisor,

As you may already know, my young daughter is having some serious health problems. Although she’s seen a number of different health care providers and endured many tests to address the problem, she unfortunately needs surgery. She requires a serious neuro-based type of surgery and therefore I will need to be at her side and care for her for a number of weeks while she recovers. I am sorry to say that I need the full 12 weeks that are allowed under the FMLA policy.

Her doctor has already filled out the request from that I obtained from the human resources department. Because I respect the company I work for and am trying to be as fair as possible, I am giving you a full month’s notice so you’ll have enough time to make adequate arrangements to cover my position while I’m away. My daughter’s surgery is scheduled for June 22, 20xx. I intend to work up until the previous Friday on June 19 to ensure that my job is covered.

I am more than willing to train someone to do my job or wrap up any business matters if you like. I expect to return on Monday, September 14, 20xx. As of right now, these are the anticipated dates for her surgery and my time of leave. If anything changes I will let you know immediately. Hopefully I can return before September 14 if all goes better than expected and retain my current position in the company.

I truly appreciate your consideration and understanding concerning this sensitive matter. I respect both you and the company and feel it’s been an honor to work here over the past 12 years. Again, thank you for understanding. If you have any questions or concerns, I intend to be here every day until June 19 to talk with you.

Sincerely,​Signature of EmployeeName of Employee printedList of enclosure

Use the following leave of absence sample letter email and modify it for your specific needs. ​

Leave of Absence Letter for Personal Reasons Email SampleTo: [email protected]Subject: Requesting Leave of Absence - Name of Employee​Dear Name of Manager,

This letter is a formal request for an eight-week leave of absence without pay, so that I may attend a course at [Name of College] on [Name of Course]. My last day of work would be Friday, January 30th and I would return to my classroom on Wednesday, April 2nd.

This course is a special arrangement made by the College and is being taught by [Name of Professor] who is a Nobel Prize winner in the field. It will not be offered again in the near future, which is why I need to take advantage of it at this time. I have attached a brochure about the course. It is my belief that by attending this course, I will improve my knowledge and understanding in my field, which will make me a better employee in our esteemed company.

I will be living at home while attending the course and would be happy to help the replacement employee. I can be reached at Phone Number or by email at Email Address at any time except between 9am and 12pm on week days.